HomeMy WebLinkAboutItem 2e: Contract with Republic ITS for Maintenance of Traffic SignalsI.~o.n.•u.a
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DATE: October 6, 2009
STAFF REPORT
Public Works Services Department
TO: Mayor and City Council
FROM: Pat Malloy, Assistant City Manager/Public Works Services Director I
Prepared by: Tom Tait, Deputy Public Works Services Director
SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE A CONTRACT WITH
REPUBLIC ITS FOR EXTRAORDINARY MAINTENANCE SERVICES
OF TRAFFIC SIGNALS IN THE AMOUNT OF $47,965
Recommendation: Approve
SUMMARY
The Public Works Services Department (PWSD) is responsible for the day to day
maintenance and repairs of approximately sixty (60) signalized intersections within the
City. Extraordinary repairs and special work beyond normal maintenance, which can
not be performed by City staff, is handled by a contractor. The extraordinary
maintenance services for traffic signals contract with Republic ITS expired in September
2009. As a result, staff solicited bids for these services. Based on the results of the
bids submitted, staff recommends that the City Council award a contract to Republic ITS
for extraordinary maintenance services of traffic signals in the amount of $47,965.
DISCUSSION
PWSD is responsible for the maintenance and repair of approximately sixty (60)
signalized intersections within the City. This service includes routine maintenance and
repair of all traffic signals and intersection safety lighting. Routine maintenance
activities performed by City staff include: replacing burned out lamps, repairing safety
lights, minor repairs to damaged signal heads, monthly inspection of the signal
controllers at all intersections, immediate field response to timing complaints and
flashing intersections.
Extraordinary maintenance services and special work beyond normal maintenance is
performed by a contractor which includes emergency repair of damaged signals that
pose a safety hazard to traffic and some additional maintenance that City staff does not
have the technical expertise for. As a result of budget cuts the City Council authorized
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Mayor and City Council
October 6, 2009
PWSD to reduce the signal maintenance contract and perform routine maintenance with
City staff. This effort saved approximately $50,000 annually in the General Fund.
The extraordinary maintenance services of traffic signals contract with Republic ITS
expired in September 2009. To ensure that the City is receiving the most competitive
price and quality services, staff recently solicited bids for this service.
Notice inviting bids were published in the adjudicated paper and bid packages were
distributed to area vendors. The City Clerk publicly opened the sealed bids on
Tuesday, September 15.. 2009 with the following results:
BIDDER
LOCATION
BID AMOUNT
Republic ITS
Novato, CA
$47,965.00
Computer Service Company
Baldwin Park, CA
$58,255.00
Dynaelectric
Los Alamitos, CA
No Response
Fluoresco Lighting & Signs
Pomona, CA
No Response
Steiny & Company, Inc.
Baldwin Park, CA
No Response
Staff has reviewed the bid documents and concluded that Republic ITS is the lowest
most responsible bidder to provide extraordinary maintenance services of traffic signals
and special work beyond normal maintenance on a scheduled basis.
Therefore, staff recommends that the City Council award a contract to Republic ITS for
extraordinary maintenance services of traffic signals in the amount of $47,965.
FISCAL IMPACT
Sufficient funds are budgeted in the FY 2009710 Operating Budget for the extraordinary
maintenance services of traffic signals.
RECOMMENDATIONS
1. Award a contract to Republic ITS for extraordinary maintenance
services of traffic signals in the amount of $47,965.
2. Waive any informalities in the bid or bidding process.
3. Authorize the City Manager and City Clerk to execute a contract in a
form approved by the City Attorney.
Approved by:_
Donald Penman, City Manager
PUTT
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